Citations for Sources: This chapter includes rules for recording citations for sources, which are found in the Sources authority file. In a vocabulary subject record, the source for a name/term, scope/descriptive note, or the overall record, is linked to the appropriate source record in the Source authority.

As of this writing, each Getty vocabulary has its own Source authority. Although Vocabulary Program editors attempt to keep similar sources in sync across the Source authorities, the source_ids are not in sync. It is anticipated that the four Source authorities will in the future be harmonized and merged.

Page Number: Also included are rules for recording the page number or other reference indicating where in the cited source was the information found. The Page field is found in the subject record in VCS. The Page field concerns the relationship of the data field in the VCS subject record, as it is linked to the source record in the source authority. Each page field is a free text field.

If a required citation is not already included in the Source authority, create a citation for the source.

Sources include published bibliographic materials, Web sites, archival documents, unpublished manuscripts, inscriptions on the work, and references to verbal opinions expressed by scholars or subject experts.

Citations establish the credibility of the information; it is possible to link citations to the titles/names, descriptive note, and the overall record for each VCS concept. These citations are maintained in an authority, described in this chapter.

4.3.1.1

Preferred Sources
For rules regarding which sources should be used for a specific
field, see the pertinent chapter in the guidelines. Prefer the
most authoritative, up-to-date source available. Sources of
information in the VCS record may include the following:

Standard reference sources

major dictionaries and encyclopedia covering the topics of art and architecture or other appropriate specialized topic (e.g., geography, chemistry, etc.)

Online databases and other authoritative online resources

Other authoritative sources

official catalogs or Web sites of the repositories of art works

databases of contributors, with preference given to contributors who are also repositories

art history text books

monographs on an artist or books on various periods of art history

art history journal articles

Other material on pertinent topics

newspaper articles

archives and historical documents

university Web sites

4.3.1.2

Recording Citations
If the source is not already in the Source Authority, construct
a Brief Citation and a Full Citation for the source. The system will automatically assign a numeric Source ID for the source.

Citations must be unique
The Brief and Full Citations must be unique within the
VCS database. As of this writing, each VCS database has a separate Sources authority file.

Before creating citations, carefully search
the database to be sure that yours is unique. If the citation
is used in another Getty vocabulary, copy the existing citation
or edit them both (or all four) so that all instances of
citations for the same source are identical.

If there are multiple editions or multiple publication
dates for a source, each edition and versions with separate years of publication are recorded in separate Source records.

4.3.1.3

Source fields

Example

4.3.1.3.1

Source ID
Unique numeric identifier for the source. The Source ID is
automatically assigned by VCS when the source is created.
It may not be edited.

4.3.1.3.2

Merged Status
Flag indicating if the Source has been merged or not. It is
automatically set by VCS and may not be edited.

Bibliographic Note
Contains information from contributed data that could not
be correctly mapped to VCS fields, but which may be used by
the editors to create valid citations.

4.3.1.3.5

Brief Citation
A concise reference to the source. A Brief Citation should
be short, succinct, and readable at a glance. It should identify
the source as unique from all other sources. Note that it
must distinguish a particular published work or edition of a published work from
similar works and other editions of the same work.

4.3.1.3.6

Full Citations
A complete citation for the work, following the citation style
for the humanities and social sciences in the Chicago Manual
of Style, 13th ed. [1]

4.3.1.3.7

Page Field
Volume and page for the source (e.g., 11:342) as it
refers to a particular name or other field in the VCS record.
The Page field is located in the VCS concept record, not in
the Source Authority.

Example

4.3.2

Rules for Sources

4.3.2.1

Sources for the citation
Find the information to construct a citation on the title
page of the work.

If you do not have the work in hand, look
up the citation in the Getty Library Catalog or another reliable source; reformat
information in that citation to accord with Vocabulary Program
rules as necessary.

4.3.2.2

Language
Record the citations in English, except for the title, if warranted.

Record
proper names and the title in the language of the title page.
Use diacritics as necessary; use Unicode or express diacritics using the
diacritical codes in Appendix A: Diacritics.

Examples

Brief: B$00en$00ezit Dictionary of Artists: English Edition (2006)Full: B$00en$00ezit, Emmanuel. B$00en$00ezit Dictionary of Artists: English Edition. Originally published in French, in 1911. Paris: Gr$04und, 2006.

4.3.2.3

Syntax and Capitalization for Brief Citation
In general, construct a Brief Citation by condensing the Full
Citation, using the following elements: Author's last name
(if applicable), comma, brief title, comma, year of publication
in parentheses.

Use title case (not sentence case).

Avoid
abbreviations except for common abbreviations that are already
established in the database. If you wish to use a new abbreviation,
consult with your supervisor.

Examples

Grove Art Online (2003-)

Fazio et al., World History of Architecture (2014)

Metropolitan Museum of Art, Art of Medieval Spain (1993)

J. Paul Getty Museum, collections online (2000-)

Thieme-Becker, Allgemeines Lexikon der Kunstler (1980-1986)

B$00en$00ezit, Dictionnaire des Peintres (1976)

Encyclopedia Britannica Online (2002-)

Library of Congress Authorities [online]
(2002-)

Gardner's Art Through the Ages (1986)

Beazley, Attic Red-Figure Vase-Painters (1984)

Cotter, Norman Bluhm, New York Times (1999)

Bogel, Canonizing Kannon, The Art Bulletin (2002)

MFA Conservation and Art Material Encyclopedia Online (2005-)

4.3.2.4

Syntax for Full Citation
In general, construct a Full Citation using the following
elements: 1) author name in inverted order where applicable,
period; 2) title, period; 3) site of publication, colon; 4)
publisher, comma, 5) date of publication, period.

Use title
case.

Avoid abbreviations other than ed. (edition or editor) and vol. (volumes), other than when part of a proper name.

Author's name
Record the author as the first element in the Full and Brief
Citations. The author may be a person or a corporate body.
For a person, record the name in inverted order (last name
first) in the Full Citation. For a corporate body, record
the name in natural order.

Brief: University of Pennsylvania, African Sculpture (1986)Full: University of Pennsylvania. University Museum. African Sculpture from the University Museum, University of Pennsylvania. Philadelphia: Philadelphia Museum of Art, distributed by the University of Pennsylvania Press, 1986.

Include punctuation (e.g., hyphens) and diacritics as
appropriate. For initials, include periods after the initial
and a space between two initials.

Editor
If there is no author and the editor has played a major role
-- as indicated by the placement of his or her name on the
title page -- as the first element in the Full Citation record
the editor's name in inverted order, comma, and the abbreviation
"ed."

Include the editor's last name in the Brief
Citation in the same way that the author's name would be listed.

Brief: Theories and manifestoes of contemporary
architecture (1997)Full: Theories and manifestoes of contemporary
architecture. Charles Jencks and Karl Kropf, eds. Chichester,
England: Academy Editions; Lanham, MD: Distributed to
the trade in the United States by National Book Network,
1997.

If the editor has not played a major role in writing
the work, include the name in natural order using syntax
as illustrated below. Generally abbreviate editor
as "ed." If there is both an editor and an edition
statement, spell out editor to avoid confusion (because
edition will also be abbreviated "ed.").

Both author and editor
If the title page includes both the author and an editor,
include them both in the Full Citation. Record "Edited
by" with the editor name in natural order after the title
and the edition number (if any).

Title
For books, record the title in title case (not sentence case).
For journal and newspaper articles, see Periodicals below.

In the Full Citation, record the full title as it appears
on the title page, but generally omit the initial articles
(e.g., The) unless it is necessary to retain meaning
(e.g., the "A" in Columbus Indiana: A Look
at Architecture). Include subtitles if they are necessary
to identify the work or aid the user in identifying the
content of the work. In the Brief Citation, create a truncated
title containing the most important words of the title.

Brief: Gere and Pouncey, Italian Drawings:
Artists Working in Parma (1967) Full: Gere, J. A. and P. Pouncey. Italian Drawings
in the Department of Prints and Drawings in the British
Museum: Artists Working in Parma in the Sixteenth
Century. London: British Museum Publications, 1967.

4.3.2.6.1

Foreign-language titles
For titles in languages other than English, follow the conventions
for capitalization of the given language.

No title
If there is no apparent title, construct one. This happens
most often with commercial sales catalogs, Web sites, and
in-house unpublished authority lists.

Take keywords for a title from the cover or inside page
of the catalog or authority list or from the top of the
web home page. If there is little or no information on the
item itself (as happens sometimes with unpublished authority
lists), devise a title from information that you know about
the item, such as the institution it came from and the year
of preparation. Consult with your supervisor when devising
such a title.

Publisher and Date
As the last elements in the Full Citation, record the city
of publication, publisher, and date of publication.

If the city will not be extremely well known to an international
audience, include the name of the state or nation. Do not
abbreviate any place name, unless it is extremely well known
internationally (e.g., Anaheim, California NOT Anaheim,
CA).

Multiple publishers
If there are multiple publishers, list them in the Full Citation,
separated by semi-colons. If a work is published in association
with another institution, state use the phrase in association
with or for, depending upon how it is phrased on
the title page.

Date of publication
Record the date as the last element of the Brief and Full
Citations. In the Brief Citation, enclose the date in parentheses.

Examples

Brief: Bartholomew Gazetteer of Britain (1986)

Full: Bartholomew Gazetteer
of Britain. Compiled by Oliver Mason. Edinburgh: John
Bartholomew and Son Ltd., 1986.

Range of dates: If a work was published over a range of years, include the
years, separated by a hyphen/dash. Do not omit numbers in
the second year of the range (e.g., 1953-1988, not
1953-88). If a work is an ongoing publication, use
the first year of publication followed by a hyphen/dash.

Examples

Brief: New Catholic Encyclopedia (1967-1989)
Full: Catholic University of America. New Catholic
Encyclopedia. New York: Publishers Guild in association
with McGraw-Hill Book Co., 1967-1979.

Uncertain date:
If the date is not found on the title page but you have a
good idea of when the work was probably published, use ca.
as appropriate. If only the decade is certain, use a date
such as 1930s.

Edition
If an edition statement is on the title page, include it in
the Full Citation. Place it directly after the title. Use
Arabic numerals for numbered editions and the abbreviation
ed. for edition (e.g., 7th ed.).

Generally, omit the reference to the reprint in the Brief
Citation, unless it is necessary to distinguish between
versions produced in the same year.

Example

Brief: Times Atlas of the World (2014) Full: Times Atlas of the World. 14th
ed. New York: Times Books, 2014.

Brief: Times Atlas of the World, Reprinted
(1994) Full: Times Atlas of the World. 9th comprehensive
ed. Reprinted with revisions 1994. New York: Times Books,
1994.

4.3.2.10

Volumes
For encyclopedia and other sets, in the Full Citation, include
the number of volumes in the set, if known. Record the number
plus vols. after the title.

Example

Brief: Athenian Agora (1953-1988) Full: American School of Classical Studies at
Athens. Athenian Agora. 24 vols. Princeton, New Jersey:
American School of Classical Studies at Athens, 1953-1988.

Generally, record references to a single volume in the
Page field (see above).

4.3.2.11

Essays
If there is a separate title or author for a chapter or essay
in a collected work, generally record a separate citation
for the essay or chapter.

Examples

Brief: Zelinsky-Cartledge and Cartledge, AIlto
and Arba, Ethiopia: Traditions of Creativity (1999)Full: Zelinsky-Cartledge, Mary Ann and Daniel
M. Cartledge. "AIlto and Arba: Two Doko Weavers,"
in Ethiopia: Traditions of Creativity, Raymond Silverman,
ed. East Lansing: Michigan State University Museum in
association with the University of Washington Press,
Seattle, 1999, 240-256.

For an encyclopedia, it is generally not necessary to
refer to the author or title of an entry or essay. However,
if it will not be immediately apparent to the user how to
find the cited information in the source, include a reference
to the title of the entry in the Page field (not in the
Full Citation).

Series
If a work was part of a series, include the name of the series
in the Full Citation. Make a brief reference to the series
in the Brief Citation.

Example

Brief: Longstreth, Washington Mall, Studies
in History of Art (1991) Full: Richard Longstreth, ed. Mall in Washington,
1791-1991. Studies in the History of Art, no. 30; Center
for Advanced Study in the Visual Arts: Symposium Papers
XIV. Washington, DC: National Gallery of Art, 1991;
distributed by University Press of New England.

4.3.2.13

Electronic media
For books and databases on eletronic media, including CDs and DVDs, record Brief and
Full Citations using the same rules as for books. Use information
on the jacket of the disk, accompanying brochures, or a digital
title page.

Auction catalogs
If it is not clear from the title that the book is an auction
catalog, include the words "auction catalog" in
square brackets in the full citation. Include the date of
the sale in after the title, if it is not part of the title
itself.

Periodicals
For articles in journals, periodicals, and newspapers, in
the Full Citation include the following: author's name inverted
(if known), article name in quotation marks, journal name,
volume and issue number (if applicable, separated with forward
slash), date of publication in parentheses, colon, and page
number. Follow the syntax in the examples below. Year, month,
and day of publication may be included.

Note that the inclusion
of the page number for articles differs from books, where
the page number would be recorded in the Page field in the
subject record.

In the Brief Citation, include author, title of the article
(no quotation marks), reference to the journal or newspaper,
year of publication. Use abbreviations for journals only
when they are extremely well known and the title is very
long (e.g., JASIS).

Online Sources
For sources on the Web, make the Full Citation as complete
as possible. Follow the rules for book citations, including
the following information where possible: author's inverted
name, full title of the work, city of publication and publisher
(if known), date of the document or last revision (if known).
Also record the URL followed by the date that it was first
accessed, in parentheses.

If the date is not on the home page of the site, check
the source code for the page. In the Full Citation, include the designation [online],
[online database], [online edition], or a similar phrase
if the word online does not appear in the title of
the document. You generally do not need to include [online]
in the Brief Citation, unless it is necessary to distinguish
between two otherwise identical citations.

Unpublished sources
For databases, telephone conversations, correspondence, or
other sources that are not published, construct Brief and
Full Citations. Include an explanation of the source, as necessary
(e.g., Unpublished database).

PAGE
How to record Page and other references
The Page Number field in the vocabulary subject record records not only page numbers per se, but all references to a specific location within a source where the term/name or other information was found.

4.3.3.1

Pages
For pages, do not state "page" or "p."
before the numbers. Use the following formats: e.g., 532,
45-53, 12 ff. List the entire number for both numbers
in spans of pages (e.g., 691-693, not 691-3).

Glossaries, indexes, etc.
"Page" is assumed unless otherwise stated. Therefore,
in printed sources, for any reference to a location other
than page, clearly indicate the area of the book, using the
syntax in the following examples: glossary, title page,
index, table of contents, inscription, plate 9, note 132.

Library of Congress Authorities reference
Called the AACR2 flag. For titles of art works taken from the Library of Congress Authorities
and flagged with AACR2 flag set to Yes (see AACR2 Flag below), include the full heading in the Page field
and the date on which the site was accessed.

Multiple pagination schemes
If a source uses multiple schemes of pagination within the
same volume, use the numbering convention of the source, even
if this means using Roman numerals or other idiosyncratic
pagination systems.

Folios
In the rare case when the source has folio numbers instead
of pages, include recto or verso (e.g., folio 2, verso).

4.3.3.6

Volumes
If a publication is published in volumes, include the volume number
and page number. Use Arabic numerals, even if the cited volume
actually bears Roman numerals. Note that volumes are listed
using the following format: volume number, colon, page numbers
(e.g., for volume 3, page 568, it would be 3:568).

Example

Brief Citation: New Catholic Encyclopedia (1967-1979) Full Citation: Catholic University of America.
New Catholic Encyclopedia. New York: Publishers Guild
in association with McGraw-Hill Book Co., 1967-1979.
17 vols.Page: 3:568

4.3.3.7

Articles
For newspaper and journal articles, the page number should
appear in the Full Citation and need not be repeated in the
Page field (e.g., in the example below, the Full Citation
includes page number "A3," so the Page Number field
is empty).

Example

Brief Citation: Cotter, Buddhas of Bamiyan,
New York Times (2001) Full Citation: Cotter, Holland. "Buddhas
of Bamiyan: Keys to Asian History." New York Times
(3 March 2001), A3.Page:

4.3.3.8

Online sources
Record the date when you consulted the web site in the Page
field (e.g., accessed 2 May 2010, illustrated below).
For newspapers on the web, cite the date of publication in
the Full Citation ("4 April 2002" in the example
below), not the Page field. In the Full Citation, include
the designation [online], [online database], [online edition],
or a similar phrase if the word online does not appear in
the title of the document. You generally do not need to include [online] in the Brief Citation, unless necessary to
distinguish between two otherwise identical citations.

Examples

Brief Citation: Seized towns, New York Times
(2002) Full Citation: Agence France-Presse. "Seized
Towns: Nablus Makes 8." New York Times [online]
(4 April 2002). http://www.nytimes.com (10 April 2002).Page: accessed 2 May 20010

Encyclopedia and dictionaries
If the title was the entry form title in the encyclopedia or
dictionary do the following: for hard-copy books cite the
volume (if applicable) and page number; for online sources,
note the access date.

When the page number field may be left empty
The Page Number field may be left empty when an article and
page are fully cited in the full citation, when the entry-form
term in a hard-copy encyclopedia or dictionary entry is the
same as the preferred term in the AAT record, and for references
to contributors' databases (unless an access date is applicable)
or to the Getty Vocabulary Program reference (below):

When to merge
Before merging, be certain that the two records actually represent
the same source. The sources must be the same work and the
same edition of that work, with the same year of publication,
the same place of publication, etc.

Caveat re. merging: If in doubt, do NOT merge
the records.

4.3.4.2

Procedures for merging
After determining that the records absolutely represent the
same source, you may "merge." From the results list,
mark DOM and REC. Mark the best, primary record as "DOM"
(for dominant) and the record(s) that are to be merged
into it as "REC" (for recessive). Merge using
the menu.

After merging, check the merged record and edit as necessary.

4.3.4.3

Unmerging
If, in spite of all precautions, you mistakenly merge the
wrong records and you notice this error immediately, you may
click "unmerge" from the menu. If some time has
passed before you've noticed the mistake, if you are uncertain
how to do this, or have any doubt about the "unmerge,"
consult with your supervisor before doing anything.

[1]The
Vocabulary Program rules differ from AACR in recording titles
in English in "title case," with initial capitals
for the first word and all other words except articles, prepositions,
etc. AACR records titles in "sentence case," with
capitalization of only the first word and proper names. Using
sentence case for titles is contrary to common practice in
the art historical community.

Last updated 22 December 2015
Document is subject to frequent revisions